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Table of Contents

ABOUT THE PROCUREMENT CARD...... 2 Procurement Card Limits...... 2 Allowed Purchases...... 2 Excluded Merchant Types...... 2 Impact on Personal Credit Ratings...... 2 CARD HOLDER RESPONSIBILITIES...... 2 Assigning a Budget Code...... 2 Reconciling the Monthly Statement...... 2 Completed Logs...... 3 Audits...... 3 When Leaving the District...... 3 CARD MANAGEMENT RESPONSIBILITIES...... 3 MAKING A PURCHASE...... 3 RETURNING AN ITEM...... 4 REVOCATION OF PROCUREMENT CARD PRIVILEGE...... 4 CREDIT CARD SECURITY...... 5 What to Do if a Procurement Card is Lost or Stolen...... 5 RESOURCES FOR ASSISTANCE...... 5

- 1 - ABOUT THE PROCUREMENT CARD The High Plains Library District utilizes a Corporate VISA Card available through Bank of Choice and managed by Elan Financial Services.

Procurement Card Limits Each Procurement card has charge limits coded into it to control its use. In general, charge limits are: Number of times a card can be used per day………….……………..…No limit Number of times a card can be used per month………….…………..…No limit Maximum dollar amount per transaction………………………….…..$1,000.00 Total spending limit per month per cardholder.…………………….…Varies per Individual Note: A purchase must be made with a single transaction and not as a component of or related to another transaction. For information about the specific limits, please contact either our Finance Director or Accounting Technician.

Allowed Purchases The Procurement Card may be used for the following purchases under the guidelines stipulated above. Obtain necessary approvals before you make a purchase using the Procurement Card:  Supplies for office, programs or meetings  Décor for the Library facility  Business travel-related expenses o Submit Staff Application for Workshop/Conference Attendance form to get approval to travel o Submit Travel Expenses form for expenses incurred during travel  Conference or training-related materials  Food and/or non-alcoholic beverages for a meeting o Be sure to indicate who attended the meeting and meeting purpose in the description column of the Procurement Card Form to meet rules established by the Internal Revenue System (IRS).

Excluded Merchant Types The Procurement Card will not be accepted for the following types of merchants or transactions: o Banks o Direct Marketing o ATMs o Insurance Services o Financial Institutions o Betting / Lottery o Bars o Beer / Wine / Packaged-liquor Stores o Cocktail Lounges o Counseling o Nightclubs o Health and Beauty Shops o Pawn Shops o At times, a merchant’s SIC is excluded

Impact on Personal Credit Ratings The Procurement Card is a corporate liability card. This means there is no impact on an individual’s credit rating. Card Holders, however, are held responsible for any abuse or misuse of the card as part of the Procurement Card Agreement Form signed when the card was issued. Any disallowed charges may be withheld from the card holder’s paycheck in accordance to State and Federal Wage Statures.

CARD HOLDER RESPONSIBILITIES

Assigning a Budget Code The Card Holder will be asked to provide a default budget code for purchases made with the card. Typically, the default budget code will be the Operating Supplies account. This budget code will be charged if a different budget code is not indicated on the Procurement Card Form.

Reconciling the Monthly Statement Near the end of each month, a credit card statement will be sent to the Card Holder. Reconciliation must be completed and forms submitted to the Finance Department within 5 days of receiving the statement.

- 2 - 1. Record the purchase on the current Procurement Card Form.  Provide a complete description of the purchase on the Procurement Card Form. Lack of a description is not acceptable and may lead to the card being revoked.  Restaurant and other food charges require: o the purpose of the meal, o the number of HPLD employees in attendance o the name and organization of non-HPLD employees in attendance  Attach a copy of the original charge slips, sales receipts or other information related to the purchases.  Completed Procurement Card forms are due in Finance no more than 5 days after receiving the statement.  The Cardholder’s original signature is required. The Manager’s signature is required as well.  Cardholder must sign the actual credit card statement.  If there is a missing receipt you must complete the Loss of Receipt form that can be found under forms on FRED.

Completed Logs  Completed logs are due to the Accounting Technician no more than 5 days after receiving the statement.  Cardholder’s original signature is required. Manager’s signature is also required.

Audits Appropriate use and tracking is expected from all card holders. To ensure the continued success of the Procurement Card program and in order to meet the District’s audit requirements, periodic audits of Procurement Card Forms will occur. Audits are conducted to ensure that correct information is being captured and that the Procurement Card Program Policies and Procedures are being followed.

When Leaving the District Procurement Cards must be returned to the Finance Department by the departing employee or the employee’s direct supervisor.

CARD MANAGEMENT RESPONSIBILITIES Those reviewing Procurement Card Purchases are responsible for: 1. Reviewing the submitted Procurement Card Form, attached documents and monthly statements. 2. Indicating approval by signing and submitting the form and attached documents to the Finance Department. 3. Signing the actual Procurement Card Statement.

MAKING A PURCHASE The card holder is responsible for completing all of the following steps:

1. Determine whether prior approval is needed to make the purchase.  If so, be ready with any supporting documentation necessary to present to your immediate supervisor or department manager.  Documentation may be, but is not limited to, a list of parts, catalog page(s), web page(s), etc.

2. Assess the total cost of the purchase (including freight, shipping and handling).  The transaction can be completed as long as the total cost is $1000 or less.  Purchases totaling over $1000, requires using a Purchase Order Requisition form. Note: It is against policy to split a purchase into multiple transactions to meet the $1000 limit and may result in the card being revoked and possible dismissal.

3. As appropriate, proceed with the purchasing process:  FOR ALL PURCHASES a. Inform the merchant that the purchase is tax exempt – the number, 98-14677, is printed on the card.

- 3 - b. Inform the merchant that the purchase is for the High Plains Library District and should include any applicable discounts. c. Do not allow COD deliveries.  In Person Purchase – If you purchase an order at a merchant’s place of business, present your card for imprint/scanning and sign the charge slip. Obtain the following for your files: a. A copy of the charge slip b. An itemized cash register or hand-written receipt

 Phone order – Contact the merchant and place the approved order. Provide your Procurement Card number and expiration date. If the order is to be shipped, ask the merchant to include the following information on the shipping label: a. Your branch and department b. Your name c. Your telephone number d. The street address where the order is to be delivered Ask the merchant to enclose the following with the shipment: a. A copy of the procurement card receipt b. A copy of the sales slip including the cost of each item

 Internet order – Be sure that the site is secured. If you have any doubts, pursue as a phone order as described above. Be sure to enter the address information so it includes: a. Your branch and department b. Your name c. Your telephone number d. The street address where the order is to be delivered If possible, request that the following be included with the shipment: b. A copy of the procurement card receipt c. A copy of the sales slip including the cost of each item

4. Record the purchase on the current Procurement Card Form.  Attach a copy of the original charge slip, sales receipt or any other information related to the purchase to attach to the form.

5. Complete the Reconciliation Process upon receipt of the monthly credit card statement.

6. Submit the Procurement Card Form, the bank statement, all receipts and any other documentation pertinent to your purchases to the Finance Department no later than the 5th of the month.

RETURNING AN ITEM Use the following procedures if items need to be returned: 1. Make arrangements with the merchant to accept the return. 2. Arrange to have the item shipped/delivered to the merchant’s place of business. 3. Ask the transportation company to provide a receipt for items shipped. Keep a copy of the signed receipt. 4. Keep the shipping receipt in your file for future reference. 5. When you receive your next Procurement Card statement, check that the merchant has posted a credit to your account for the return.

REVOCATION OF PROCUREMENT CARD PRIVILEGE Noncompliance with the above guidelines will result in the Finance Department’s investigation of the matter. The results will be reported to the Executive Director at which time the following may occur:  Procurement Card privileges may be temporarily or permanently revoked.  The Card Holder will be billed for repayment of discrepancies and disallowed charges. Failure to repay the amount owed may result in the total being withheld from the paycheck in accordance with State and Federal Wage Statutes.  Disciplinary measures may include termination and legal action.

- 4 - The Procurement Card is considered both a valuable tool and a privilege granted by the District. Purchases made on the procurement card should be for business related items only.

CREDIT CARD SECURITY Keep the Procurement Card in a secure location and safeguard the Visa account number. Only the cardholder should use the card.  Do not share the use of the card with anyone. The only person authorized to make purchases with the Procurement Card is the person whose name is imprinted on the face of the card.  If the cardholder is going to be absent for an extended period of time, a Manager may request that a new card be issued for another person.

What to Do if a Procurement Card is Lost or Stolen If your Procurement Card is lost or stolen: 1. Contact Elan Financial Services immediately at 866.552.8855.  Clarify that the card was a Procurement Card or Commercial Credit Card 2. Report the situation to the Finance Department so that the card can be cancelled and a new card issued.  If the old card is located at a later date, destroy it by cutting in half and disposing of it. Do not attempt to use the old card.

RESOURCES FOR ASSISTANCE Resources are available to answer any questions and to help resolve any problems that may arise. To report a lost or stolen card: Elan Financial Services..…………………………………………...866.552.8855 Finance Director……………………………………………………970.506.8566 Accounting Technician………………………………………………970.506.8584 Call Elan Financial Services immediately to report a lost/stolen Procurement Card. THEN notify the Finance Department.

Elan Financial Services Customer Service………………………………………..866.552.8855 Call this number for assistance with the following:  To request copies of receipts  To determine if charges or credits have been posted to the account  To find out why a transaction has been declined. (Note: Customer Service cannot adjust or override a declined transaction)

High Plains Library District Finance Department Finance Director……………………………………………………970.506.8566 Accounting Technician………………………………………………970.506.8584 Call to request assistance with the following:  General questions about using the Procurement Card  Questions about limits or card restrictions  Reporting a lost or stolen card